In accordance with Article IV (Society Meetings), Section 3 (Quorum) of the DGS Bylaws, the number of members required to constitute a quorum at Society general business meetings is 18. This was last revised by the Board of Directors in October 2024.
Bylaws
Article 1 – Name
The name of this society is the Dallas Genealogical Society, hereinafter referred to as the Society.
Article 2 – Mission
The mission of this Society shall be to educate, by creating, fostering, and maintaining interest in genealogy; to assist and support the genealogy section of the J. Erik Jonsson Central Library in Dallas, Texas, hereinafter referred to as Central Library, or to its legal successor; and to collect, preserve, copy, and index information relating to the Dallas area and its early history.
Article 3 – Membership
Section 3.1 – Membership
Any person or organization who pays membership dues and supports the mission (see Article 2), Bylaws, and standing rules of the Society is a member in good standing.
Section 3.2 – Categories
Categories for membership may be proposed by the Board of Directors for approval by the general membership. Any proposed changes in the categories for membership shall be published on the Society’s website at least fifteen (15) days before the general business meeting in which the proposed change is presented to the general membership for a vote. Notice of such publication will be distributed to members via email.
Section 3.3 – Dues
Dues shall be proposed by the Board of Directors for approval by the general membership. The dues are payable initially upon application for membership, and annually thereafter by the last day of the member’s anniversary month, in order to remain a member in good standing. Any proposed changes in the dues shall be published on the Society’s website at least fifteen (15) days before the general business meeting in which the proposed change is presented to the general membership for a vote. Notice of such publication will be distributed to members via email.
Article 4 – Society Meetings
Section 4.1 – General Business Meetings
The general business meetings of this Society shall be held at such time and place as may be determined by the Board of Directors.
Section 4.2 – Annual Meeting
The general business meeting in September shall be known as the annual meeting; the business conducted at that meeting shall include the installation of the Executive Committee.
Section 4.3 – Quorum
The number of members required to constitute a quorum at Society general business meetings will be set at 5% (numerically rounded up/down) of the current Society membership.
This number shall be updated annually following the installation of the new board of directors. Additional updates may be initiated at any time by a majority vote of the board of directors.
Changes in the number of members required to constitute a quorum shall be communicated to the membership and will be documented on the society website.
Section 4.4 – Called Meetings of the Membership
Special meetings of the membership may be called by the President, by written request of a majority of the Board of Directors, or upon the written request of 10% of the members of the Society. The written request shall be delivered to the Secretary and the called meeting shall be held not later than twenty (20) days after the said delivery. Fifteen (15) days’ notice shall be given to the general membership by the Secretary by email and notice of such meeting published on the website. Business transacted at any called meeting is limited to the business specified in the call.
Article 5 – Officers and Their Election
Section 5.1 – Officers
The elected Officers of this Society shall be a President, Vice President, and Secretary.
Section 5.2 – Nominating Committee
A Nominating Committee composed of three members of the Board of Directors and two members-at-large shall nominate a slate of officers to be elected at the May general meeting. The Board representatives shall be elected at the February Board meeting. The President shall appoint one of the three Board representatives as the Chair of the Committee. The Chair shall call the first meeting of the Nominating Committee. The Committee shall nominate a member in good standing who is qualified to fill the position for each officer position and report its nominations at the General Meeting in April.
The candidate selected to fill the Director at Large position may be granted an honorary membership for his/her term in office if he/she is not already a member of the Society.
Section 5.3 – Qualifications for Serving as an Officer of the Society
Each Officer must be a member in good standing of the Society. Prior service as an Officer or Director of the Society is desirable (but not required) for the office of President.
An Officer shall hold only one elected position at a time.
Section 5.4 – Election of Officers
The election will proceed once the nominations have been closed.
In the event that a quorum of members is not present the election will be conducted by electronic balloting.
The Executive Committee shall be installed at the annual meeting in September and shall assume their official duties upon installation. The remaining Directors, Administrators and Advisors will be announced and approved at the October General Meeting. Officers shall serve for a term of one year or until their successors are assigned, as specified in Vacancies, Section 9.5.
Article 6 – Duties of Officers
The duties of the Officers shall include, but are not restricted to, those set forth in the Society’s operations manual. Each Officer shall appoint, as needed and with the approval of the Board of Directors, aides to assist in the accomplishment of these duties.
Section 6.1 – President
The President shall be the Chief Executive Officer and the official spokesperson for the Society; shall affix the official signature for the Society on all legal documents; shall provide general supervision of the Society activities; shall preside at all general business meetings and Board of Directors meetings of the Society; and shall be an ex-officio member of all committees except the Nominating Committee. The President shall appoint advisors to the Board as specified in Article 8, Section 8.1.2, and all committees and their chairs as are necessary to carry on the work of the Society. The President shall write an annual report to the membership for publication in the DGS Newsletter.
Section 6.2 Vice President
The primary responsibility of the Vice President is scheduling and managing seminars presented by the society. This individual is also responsible for communicating with SIG leaders, library scheduling and coordination, and arranging for hospitality at Society events.
In the absence or incapacity of the President, the Vice President shall temporarily assume the duties of the President at the request of the President or majority of the Board of Directors.
The Vice President directs and coordinates with the following Administrators:
- Seminar Administrator
- General Meeting Administrator
Section 6.3 – Secretary
The Secretary shall record all business transacted at the general business meetings and Board of Directors meetings of the Society, and present the minutes for approval at the next meeting. The Secretary shall provide the President with a copy of all the Society’s minutes, attachments, reports, required electronic backups, and newsletters to be placed annually in the Society archives. The Secretary shall be responsible for managing the Society’s correspondence, voice mail, and comments from the website.
The Secretary shall also be responsible for handling and distributing mail arriving at the post office box, and may delegate this authority to a specific Mail Administrator.
Secretary shall arrange to archive a copy of all the Society’s minutes, attachments, reports, required electronic backups, and newsletters to be placed annually in the Society archives.
Section 6.4 – Immediate Past President
The Immediate Past President is a voting member of the Board of Directors and the Executive Committee and provides continuity with discussions and decisions made by the previous Board. The Immediate Past President oversees long‑term preservation of Society records.
The following individuals coordinate with the Immediate Past President:
- Library Liaison
- NGS Society Delegate
- TxSGS Society Delegate
Article 7 – The Executive Committee
The Executive Committee shall consist of the President, Vice President, Director of Finance, Secretary, Immediate Past President, and Director of Information Technology.
The Executive Committee shall appoint, subject to the approval of the membership, the directors enumerated in Article 8, Section 8.1.
The Executive Committee may perform the duties of the Board of Directors concerning emergency matters between Board meetings. The Executive Committee shall have the authority to approve line item expenditures before the Society budget is approved by the membership.
Each member of the Executive Committee will remain in office until:
- a. The installation of a duly elected or appointed replacement assumes responsibilities for their position, or
- b. Resignation, or
- c. Removal from office as outlined in section 9.6, or
- d. The completion of all steps required for the dissolution of the Society as outlined in Article 17.
Article 8 – Appointment and Confirmation of Directors and Administrators
Section 8.1 – Directors and Administrators
The appointed Directors and Administrators of the Society shall consist of:
- 8.1.1 Director of Information Technology
- 8.1.2 Director of Finance
- 8.1.3 Director of Membership
- 8.1.4 Director of Marketing
- 8.1.5 Director of Publication Content
- 8.1.6 Director of Volunteer Coordination
- 8.1.7 Director at Large
- 8.1.8 Seminar Administrator
- 8.1.9 Website Administrator
- 8.1.10 General Meeting Administrator
- 8.1.11 Newsletter Administrator
The Directors and Administrators are voting members of the Board.
These Directors and Administrators shall be appointed by the elected officers after the election at the May meeting. The appointments are subject to ratification by the general membership as described in section 5.4.
The duties of the Directors and Administrators shall include, but are not restricted to, those described in the Society’s operations manual. Each Director or Administrators shall appoint, as needed and with the approval of the Board of Directors, aides to assist in the accomplishment of these duties.
Directors and Administrators are not term-limited.
Section 8.1.1 – Director of Information Technology
The IT Administrator is responsible for the operation of the Society’s technology systems.
The following Administrators coordinate with the Director of Information Technology:
- Website Administrator
Section 8.1.2 – Director of Finance
The Director of Finance (formerly Treasurer) shall have custody of all the funds of the Society; shall make all authorized disbursements; shall sign on bank accounts; shall present a financial statement at general business meetings and Board of Directors meetings; and shall be responsible for the filing of all state and federal tax forms.
The Director of Finance shall also chair the Budget Committee.
The Director of Finance shall supervise the accounting activity of the Society. In the case that the Director of Finance cannot perform all of the duties required, he/she may propose a person or firm, to be approved by the Board of Directors, to perform these functions.
Section 8.1.3 – Director of Membership
The Director of Membership shall be responsible for the promotion of Society membership and maintaining accurate membership data.
Section 8.1.4 – Director of Marketing
The Director of Marketing shall be responsible for promoting interest in the Society and its activities, and shall establish and maintain harmonious relationships with other organizations in the community having interests consistent with those of the Society and marketing for society activities.
This position is responsible for creating and implementing an overall Society marketing plan covering general meetings, SIGs, collaborative events, as well as individual marketing plans for each seminar.
This position is also be responsible for ensuring consistency with the DGS brand across all of our printed and online communications and publications.
The position is also responsible for the creation of Social Media content.
Section 8.1.5 – Director of Publication Content
This position was eliminated in 2024.
Section 8.1.6 – Director of Volunteer Coordination
The Director of Volunteer Coordination shall be responsible for developing a volunteer corps and managing its utilization.
Section 8.1.7 – Director at Large
The Director at Large is appointed by the Board of Directors.
The Director at Large has no specific duties, other than to advise. Ideally, they will have insight into the operation of a nonprofit organization and will possess knowledge, skills and/or experience relevant to the mission and values of our society.
The candidate selected to fill the Director at Large position may be granted an honorary membership for his/her term in office if he/she is not already a member of the Society.
The Director at Large is a voting member of the board.
Section 8.1.8 – Seminar Administrator
The Seminar Administrator plans and coordinates the Society’s seminars. He/she coordinates with the Vice President.
Section 8.1.9 Website Administrator
The Website Administrator is responsible for maintaining the Society’s website, in coordination with the Director of Information Technology.
Section 8.1.10 – General Meeting Administrator
The General Meeting Administrator coordinates with the Vice President. The General Meeting Administrator shall be responsible for scheduling programs for the general business meetings of the Society.
Section 8.1.11 – Newsletter Administrator
The Newsletter Administrator shall be responsible for editing and publishing the Society Newsletter.
Section 8.2 – Other Appointed Advisors, non-voting
The President may appoint the following non‑voting advisors to the Board: Library Liaison and delegates to other societies as specified by the Standing Rules. Unless otherwise specified in these Bylaws, the appointed advisors shall be encouraged to participate in discussions at Board of Directors meetings.
Section 8.2.1 – Library Liaison
The Library Liaison shall keep the Board of Directors informed of the needs of the genealogy section of the J. Erik Jonsson Central Library. The Library Liaison may serve an unlimited number of terms. The Library Liaison coordinates with the Immediate Past President.
Section 8.2.2 – NGS Delegate
The NGS Delegate shall serve as the official liaison between the Society and the National Genealogical Society. He/she coordinates with the Immediate Past President.
Section 8.2.3 – TxSGS Delegate
The TxSGS Delegate shall serve as the official liaison between the Society and the Texas State Genealogical Society. He/she coordinates with the Immediate Past President.
Article 9 – Board of Directors
Section 9.1 – The Board of Directors
The Board of Directors consists of the Officers, Directors, and Administrators of the Society.
No action may be taken by the Board of Directors or its members that is in conflict with the Bylaws, Standing Rules, or directives of the membership.
Section 9.2 – Duties
The duties of the Board of Directors shall be to supervise the affairs of the Society; to establish additional responsibilities of the Officers, Directors and Administrators, as deemed necessary; to schedule the time and place of the Society’s general business meetings; to present reports and make recommendations at the general business meetings and Board of Directors meetings of the Society; and shall perform such other duties as are specified in these Bylaws.
Each Officer, Director, and Administrator shall maintain an inventory of any equipment or records in his/her possession and shall provide a list of the inventory to the Secretary at the Board of Directors meeting at Board turnover. All official materials shall be delivered to the newly installed Board of Directors at Board turnover.
Section 9.3 – Expenditures
All proposed expenditures in addition to the Society’s approved budget must have Board of Directors approval. No Board member may vote on any matter in which he or she has a pecuniary interest. A two-thirds vote is required by the Board of Directors for any increase to a previously approved budget.
Section 9.4 – Board of Directors Meetings
A Board of Directors meeting shall be held each month beginning in September and ending in May. The Board shall meet at least once and may meet more often during the summer (June, July and August).
Any business conducted at the Board of Directors meeting that requires approval by the general membership shall be presented to the membership at the next general meeting following the Board meeting at which the issue is raised.
Special meetings of the Board of Directors may be called by the President or by a majority of the members of the Board of Directors, upon written or email notice delivered to the Secretary. Business transacted at any special meeting is limited to that specified in the call.
A majority of the members of the Board of Directors shall constitute a quorum. Unless otherwise specified in these Bylaws, a majority vote of those in attendance shall constitute action by the Board of Directors.
The President shall preside at meetings of the Board of Directors and may vote to make or break a tie vote (but not both). Meetings shall be held in-person, via conference call, utilizing online meeting tools or any combination of the preceding means.
Section 9.5 – Vacancies
In the event of a vacancy in the office of the President, the Vice President shall become President. If the Vice President declines the position of President, the President’s position shall be filled by the Board of Directors, retaining the requirement that no member may serve as President unless he or she has served as an Officer of the Society for at least one term.
A vacancy in any other position on the Board of Directors shall be filled by the Board of Directors by a majority vote.
Resignation of Officers, Directors, or Administrators shall be by letter or by electronic means to the President, except in cases of death, serious illness, or other incapacity, when the Board of Directors on its own motion may declare the office vacant.
Section 9.6 – Removal of Officers, Directors, and Administrators
An Officer, Director, or Administrator may be removed for failure to perform the duties of the office, or for missing three consecutive meetings of the Board of Directors. Removal shall require two-thirds vote of the entire Board of Directors.
Article 10 – Standing and Special Committees
Section 10.1 – The Budget Committee
The Budget Committee shall consist of four (4) members: the Director of Finance, who shall be chair; the President and two other members of the Board of Directors.
This Committee shall prepare a Society budget prior to the board meeting in September. The budget shall be presented to the general membership for a vote of approval at the first general business meeting following Board approval.
Section 10.2 – The Financial Review Committee
The Financial Review Committee shall consist of at least three (3) members and shall be appointed by the President in November to review the Society’s fiscal year financial transactions after January 1st and before February 28, in accordance with current official procedures established by the Board of Directors. It shall report to the Board of Directors by March and to the membership at its next general business meeting by April.
Section 10.3 – Special Committees
The President may create and appoint such committees and their chairs, standing or special, as deemed necessary to carry on the work of the Society, unless otherwise provided in these Bylaws.
Committees may consist of members and non‑members of the Society, but shall consist of a majority of Society members and the Chair must be a member in good standing. No committee shall act in the name of the Society without the prior approval of the Board of Directors.
The President or the Board of Directors shall require the committee chair to submit annually a summary report, and one or more of the following: a plan of work, a request for budget or expenses, or recommendations.
Any committee may be terminated by a majority vote of the Board of Directors.
Article 11 – Special Gifts of the Society
Section 11.1 – Gifts Made by the Society
Gifts from the Society to the Genealogy Section of the Dallas Public Library or other organizations in alignment with our mission shall be made as directed by the Board of Directors for the purchase of books, equipment, preservation of materials, or other items that pertain to genealogy and related research.
Section 11.2 – Gifts Made to the Society
Gifts made to the Society, either from members or other persons, including any grants received, shall be used in accordance with the donor’s designation. If necessary, the Director of Finance will establish and maintain separate ledger accounts to identify designated gifts. Undesignated gifts shall become part of the general operating fund.
Article 12 – Records of the Society
Section 12.1 – Society Records
All records of the Society, printed or electronically generated, prepared by a member or non‑member in pursuance of activities, projects, or as a part of their job in the Society shall be the property of the Society. These records may include, but are not limited to, Society minutes, correspondence, newsletters, publications, syllabuses, membership and other lists, documents, research records, and other Society materials.
These records shall be archived annually, under the direction of the Past President.
Section 12.2 – Society Archives
The Texas/Dallas History and Archives Division of the J. Erik Jonsson Central Library in Dallas, Texas, or its legal successor shall be the repository for the archival collection of the Society.
Section 12.3 – Operations Manual
The Society maintains an Operations Manual that defines the responsibilities of each Officer, Director, and Administrator. These individuals are responsible for keeping up to date his/her portion of the manual.
Article 13 – Fiscal Year
The fiscal year of this Society shall begin October 1 and end September 30.
Article 14 – Standing Rules
The Standing Rules shall consist of the policies and procedures adopted by the Board of Directors for the operation of the Society. Proposed changes, additions, or deletions to the standing rules must be presented in writing to the Board of Directors for approval by a majority vote of the entire Board. Such rules shall not conflict with these bylaws.
Article 15 – Parliamentary Authority
The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the conduct of the business of the Society in all cases in which they are applicable and which are not in conflict with the charter and Bylaws of the Society and any other special rules of order.
Article 16 – Amendments
These Bylaws may be amended or revised at any general business meeting of the Society by a two-thirds affirmative vote of members present and voting provided that the proposed amendment or revision has been either read or copies thereof distributed at the previous general business meeting, and that notice of said amendment or revision has been published on the Society website at least fifteen (15) days prior to the general business meeting at which the proposed amendment or revision is read or copies thereof distributed. Notice of such publication will be distributed to members via mail or email.
Article 17 – Dissolution of the Society
Section 17.1 – Procedure
In the event dissolution of the Society appears desirable or necessary, the Board of Directors shall adopt a resolution recommending dissolution of the Society, together with a plan for distribution of assets. The President shall transmit the proposals to the members. The procedure for voting and the requirements for approval shall be the same as provided for amending the Bylaws, Article 16 – Amendments except that forty-five (45) days’ notice shall be given.
Section 17.2 – Limitations on Distribution of Assets
Upon the dissolution of the Society, any assets which are held under stipulations requiring their return, transfer, or conveyance upon dissolution of the Society shall be distributed in accordance with the said stipulations. Any remaining assets shall first be applied to final payment and discharge of all liabilities and obligations of the Society. Remaining assets, if any, shall be conveyed to the Central Library or its successor. Any such assets not so disposed shall be offered to one or more similar organizations or institutions then existing within the United States of America which are dedicated to perpetuation of objectives similar to those of the Society and which are specified in the plan of distribution adopted by the Board of Directors, provided that such entities are tax exempt under Section 501(c)(3) of the Internal Revenue Code as amended or under such succeeding provisions of the Code as may be in effect at the time of dissolution. No portion of the Society’s assets remaining after satisfying final operating obligations shall be conveyed to any individual or to any for-profit organization or firm.
These revised Bylaws of the DGS were:
- Published to the membership via the newsletter in September and October, 2024.
- Approved by the board at the October 2, 2024 board meeting.
- Approved by the membership at the November 2, 2024 General Meeting
Standing Rules
The Dallas Genealogical Society hereinafter referred to as “the Society”:
1. The standing rules of the Society are governed by the Society bylaws. Proposed changes, additions, or deletions to the standing rules must be presented in writing to the Board of Directors for approval by a majority vote of the entire board. Such rules are for the guidance of the Society officers, directors, and members and cannot conflict with these bylaws.
2. No Society member shall act in the name of the Society without the approval of the Board of Directors.
3. Members of the Society shall not do research for other persons in the name of the society.
4. The members of the Society shall not give or sell the Society membership list to any non-member or organization without the approval of the Board of Directors.
5. The Society shall pay for the updating of the Society’s plaques at the Dallas Public Library. This shall be the duty of the incoming president.
6. All payments shall be approved by two officers, one of whom may be the Treasurer using payment procedures authorized by the Board. Purchases over $1500 require authorization by two officers, excluding the Treasurer.
7. The Board of Directors shall set the prices for all Society materials held for sale, and approve registration fees for fundraising events.
8. Advertising in all Society publications must have prior approval of the Executive Committee. Fees for approved advertising shall be established by the Board of Directors.
9. Announcements at regular meetings not pertaining to the Society must have been submitted in writing to the presiding officer for approval by the Board of Directors.
10. Profit-making persons or organizations are prohibited from soliciting, handing out fliers, or in any other way advertising their goods and services at Society meetings or events, or on the premises, unless previously approved by the Board of Directors.
11. The President shall appoint a committee of two Board members and two members-at-large at the January general meeting to select recipients of the Dallas Genealogical Society Annual Service Awards. The awards shall be DGS Volunteer of the Year, DGS Award of Merit, DGS Distinguished Service Award, and DGS Heritage Preservation Award. Selection of recipients shall be based on established criteria. The awards shall be presented at the Awards Banquet in May.
12. The Board may at its discretion may provide memberships and Seminar tuition to individuals and organizations in special circumstances.
13. The President shall appoint in September a DGS member to serve as the National of Genealogical Societies (NGS) Delegate and the Texas State Genealogical Society (TxSGS) Delegate; positions to be a 12-month term, from Sept 1 to Aug 31.
14. Each Special Interest Group leader shall provide advance notice of speaker topics and presentations, a report of monthly attendance numbers, a copy of the SIG’s email distribution list annually. The Webmaster, and Directors of Education and Publicity shall be included in the email distribution.
15. As a gesture of appreciation for the DPL genealogy staff, for each DGS Seminar, the manager of the DPL History and Social Sciences Section or Genealogy Section may be asked to recommend one staff member who may attend a seminar at no cost. This person will officially register and will receive the same benefits as paid members (badge, syllabus, lunch, etc.).
16. Officer Election Procedures
- 16.1. By a majority vote of the members present and voting at the general business meeting in May.
- 16.2. The presiding officer shall accept additional nominations from the floor at the general business meeting in May, provided the nominee consents in person or in writing.
- 16.3. Once nominations have been closed the election shall proceed.
- 16.4. If the election cannot be held by the means described in 16.1-2, the board of directors will implement electronic balloting.
17. Investment rules. The Executive Committee may invest excess funds in an interest bearing account or instrument to raise money to further the society’s mission. When an investment is made, the following procedure will be followed:
- The board will appoint an investment committee to oversee the investment. The initial amount plus all increases or decreases to the investment must be authorized by the executive committee.
- The treasurer will be a member of the investment committee and will be responsible for moving money into and out of the account at the direction of the executive committee.
- Safeguards will be set up so that any sudden changes in the investment will notify the treasurer who will then notify the investment committee. The investment committee will then meet as soon as possible to discuss whether any action should be taken.
- If the investment committee recommends a sudden change in the investment, then an emergency meeting of the Executive Committee will be called to authorize or deny that change.
18. An individual serving in multiple voting positions on the Board of Directors may cast only one vote.
19. The Society will make a $250 donation in the name of the Lloyd DeWitt Bockstruck Distinguished Service Award recipient to a nonprofit charity of his/her choice.
These revised Standing Rules of the DGS were:
- Presented by the Bylaws Revision Committee to the Board of Directors on: 11 Sep 2023
- Approved by the Board of Directors and are effective on: 11 Sep 2023
Introduction and Purpose
The purpose of this document is to define the policies and procedures of the Dallas Genealogical Society (DGS) regarding the use of social media, audio and video recording devices, smart phones, tablets, cameras, laptops and personal computers in conjunction with DGS events and/or on DGS sponsored social media platforms.
In this policy:
- ‘Social media’ means any facility for online publication and/or commentary, including (but not limited to) blogs, social networking sites (such as Facebook, Twitter, Flickr, and YouTube), or wikis
- ‘DGS-sponsored social media platforms’ refers to DGS-initiated and managed platforms such as Facebook, wikis, blogs or other services that allow DGS members, officers, board appointees and/or members of the public to create content
DGS Events
DGS reserves the right to take photographs, videos and/or audio recordings at events and to incorporate them into advertising, marketing and publicity and their DGS-managed social media sites. All participants at DGS events consent to such actions. DGS will not tag (identify with name, nickname, avatar, or other identification) attendees on social media sites. DGS attendees may tag themselves, but are requested to not tag others without their permission.
DGS permits and encourages the use of various forms of social media, including Facebook, Twitter and live blogging as a means of summarizing, highlighting, excerpting, reviewing, and/or publicizing sessions, events, speakers or DGS in general, provided that:
- Copyright laws are observed
- Only content excerpts are used and that the presentation material is not reproduced in full while using social media
- The speaker is referenced and cited appropriately in each case
In order to protect the intellectual property rights of our presenters we request that participants refrain from all of the following actions without prior consent of the presenter:
- Using audio and/or video recording devices
- Using photographic devices
- Capturing, transmitting, or redistributing syllabus materials or the bulk of the material presented in a session
Cell phones and other mobile devices should be operated in silent mode to avoid distracting the presenter and attendees.
Administration
DGS respects the right of members and officers to post content to social media sites and in no way seeks to discourage self-publishing and self-expression.
DGS does not allow unauthorized personal or business advertising on any DGS-sponsored social media platform.
DGS will monitor its sponsored social media platforms to insure that commentary and postings are relevant, appropriate, and in keeping with this policy and the mission of the Dallas Genealogical Society and reserves the right to take these (and other) actions:
- Edit or delete inappropriate or offensive postings from DGS-moderated social media
- Permanently deny access to DGS-moderated social media to individuals or organizations who create inappropriate content
- Permanently deny access to DGS-moderated social media to any individual, organization or corporation engaged in activities or commerce that is determined to be offensive, illegal or incompatible with the goals and objectives of the society
Printable copy of Social Media Policy
Last revised 6 Nov 2021
Adopted 9 Feb 2009. Last revised by the Board of Directors: 5 Mar 2022.
Overview
The Dallas Genealogical Society (DGS) places high priority on protecting your privacy. The privacy practices of this statement apply to membership in DGS and to services available to our members and to the public.
As part of normal operations, DGS collects certain information for use by DGS only. This Privacy Policy describes the information collected and how that information is used. By applying for membership in the Dallas Genealogical Society, subscribing to our newsletter, or attending one of our seminars, you accept the Privacy Policy, and you expressly consent to the Dallas Genealogical Society’s use and disclosure of your personally identifiable information as described in this policy.
INFORMATION DGS COLLECTS
Membership and Site Registration
In general, you can visit us on the Internet without telling us who you are or giving us personal information. There are times when we may need information from you: if you choose to join the Society, to process an order or subscription, communicate about volunteering, or answer inquiries.
Joining/Renewing membership in DGS online or Orders
In order to join the Society or purchase access to an event, a user must provide contact information (such as name, email, and mailing address) and financial information for online transactions (such as credit card number, expiration date). This information is used for billing purposes.
Information DGS Does Not Request
DGS never requests Social Security numbers.
Use of Your Information
DGS uses your information to facilitate the services you request. By becoming a member or purchasing a seminar, you agree that we may contact you to deliver administrative notices, service offerings, events, and communications relevant to your membership in DGS. If you do not wish to receive these communications, you may opt out of specific communications.
DISCLOSURE OF YOUR INFORMATION
User Profile
We store information that we collect through technologies such as cookies, log files, clear gifs, Google Analytics, Google Fonts, and in some cases, other third parties, to create a profile of our users. This profile is used to support certain functions of our website, such as the ability to log in and log out. We do not share your profile with other third parties, except with our CRM, Neon, which manages our credit card processing and member access to our website.
For additional information on Google Analytics and Fonts, review the Google Privacy Policy.
COMMUNICATIONS FROM THIS WEBSITE
Special Offers and Updates
We send all new members a welcoming email to verify password and username. Established members will regularly receive information on events, products, services, and a regular email newsletter.
Newsletter
If a user wishes to subscribe to our email newsletter, we ask only for your email address.
Opting Out
To opt out of receiving our email from the Society, click the Unsubscribe link at the bottom of the newsletter or other email.
Notification of Inadvertent Disclosure of Information
In the event of a break-in or other compromising event that affects our website or email service, DGS will contact all members for whom we have a current email address. We will inform you of what information was compromised, and what steps, if any, we believe you should take to protect yourself.
SHARING
Legal Disclaimer
Though we make every effort to preserve user privacy, we may need to disclose personal information when required by law wherein we have a good-faith belief that such action is necessary to comply with a current judicial proceeding, a court order or legal process served on our website.
Legal Requests
DGS does not sell or rent any personal information about our members to any third party. However, due to our status as a non-profit organization, we cannot ensure that all of your private communications and other personally identifiable information will never be disclosed in ways not otherwise described in this Privacy Policy.
The Dallas Genealogical Society cooperates with law enforcement inquiries, as well as other third parties as required by law. We can and you authorize us to disclose any information about you to law enforcement or other government officials as necessary or appropriate, in connection with an investigation any activity that is illegal or may expose DGS or our membership to legal liability.
These are the instances in which we will share users’ personal information: We may be legally required to disclose information to the government or third parties under certain circumstances. Therefore, although we use industry standard practices to protect your privacy, we cannot promise, and you should not expect, that your personally identifiable information or private communications with DGS will always remain private.
Third Party Service Providers
We use an outside credit card processing company to bill users for goods and services. These companies do not retain, share, store or use personally identifiable information for any secondary purposes.
iATS
Our service provider for online payment processing is iATS by Deluxe.
Contact: https://home.iatspayments.com/contact-us/
Privacy Policy: https://www.deluxe.com/policy/
Neon One
We partner with a third party service contact relationship manager, Neon One, to provide specific membership database services. When the member requests a log-in to access membership information, change addresses, change emails, or renew membership we are using information stored in their databases. All membership information stored is necessary for the third party to provide these services. Neon One is not allowed to use personally‑identifiable information except for the purpose of providing these services.
Contact: https://neonone.com/contact-us/
Privacy Policy: https://neonone.com/privacypolicy/
Vertical Response
We also partner with an email distribution service, Vertical Response, to distribute our newsletter and other correspondence. When a person subscribes to the newsletter, information stored is necessary for the third party to provide these services. Every email you receive from Vertical Response includes an unsubscribe option. Or you may contact DGS directly (info@dallasgenealogy.org) to have your email address removed from our mailing lists.
Contact: https://www.verticalresponse.com/about/#contact
Privacy: https://verticalresponse.com/about/policy-and-terms/
Links
This website contains links to other sites. Please be aware that Dallas Genealogical Society is not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every website that collects personally‑identifiable information. This privacy statement applies solely to information collected by the DGS website.
Your Use of Other Members’ Information
In order to facilitate interaction among DGS members, certain of our services allow you limited access to other members’ contact information. As a member you have access to the membership directory, and may also have access to research requests or surname information provided by other members. By becoming a member of DGS, you agree that, with respect to other members’ personally-identifiable information obtained through DGS or through any DGS related communication or facilitated transaction, DGS hereby grants to you a license to use such information only for:
- DGS-related communications that are not unsolicited commercial messages
- Using services offered through DGS
- Any other purpose that such member expressly agrees to after adequate disclosure of the purpose(s).
By using information acquired from DGS, you are agreeing in advance that you will give members an opportunity to remove themselves from your database and a chance to review what information you have collected about them. In addition, under no circumstances, except as defined in this Section, can you disclose personally identifiable information about another member to any third party without our consent and the consent of such other member after adequate disclosure. You are not licensed to add a DGS member, even a member who has purchased an item from you, to your mail list (email or physical mail) without their express consent after adequate disclosure. We ask that all members please report any DGS related communications in violation of our privacy policy immediately.
Security
When our registration/order form asks users to enter sensitive information (such as your credit card number), that information is encrypted and is protected with the industry-standard SSL (Secure Socket Layer) technology. On SSL-protected pages, you will see a lock icon on the left side of the address window of your web browser. To learn more about SSL, read the Wikipedia article, https://en.wikipedia.org/wiki/Transport_Layer_Security.
While we use SSL encryption to protect sensitive information online, we also do everything in our power to protect user-information off-line. All of our users’ information, not just the sensitive information mentioned above, is restricted to use by the Board of Directors or volunteers who need the information to perform a specific job.
Correcting/Updating/Deleting/Deactivating Personal Information
Any user who desires to have their personally identifiable information permanently deleted can submit a request via US Mail or email to info@dallasgenealogy.org at any time. Once we verify the validity of the request we will delete all information related to that user from our membership database.
Notification of Changes
If we change our privacy policy, we will post an updated version of this policy on the Society Documents page of the website.
Corrections, comments, and suggestions
If you have corrections to your membership information, or have questions, suggestions, or complaints, please contact us at:
Dallas Genealogical Society
391 Las Colinas Blvd E, Ste 130-2112
Irving TX 75039-6291
1-866-YOU2DGS (866-968-2347)
Printable copy of Privacy Policy
Adopted 9 Feb 2009, revised 5 Mar 2022
Definitions
- DGS refers to the Dallas Genealogical Society.
- A customer is a member or non-member who has purchased goods or services from the DGS using a credit card or check.
- An officer is an elected or appointed representative of the DGS.
- Financial accounts refers to bank accounts, any online account involved in payment processing, and online accounting software.
Policy
- The DGS does not share, sell or provide customer data to any entity, except where required to by law.
- The DGS uses only PCI-compliant vendors for ecommerce and payment processing services (gateway, payment card processing, merchant service, bank). Their compliance is reviewed annually.
- The DGS files the annual PCI self-assessment questionnaire as required by its merchant service.
- The DGS does not store customer credit card data, nor do any of the officers have access to the entire credit card number. Only the last 4 digits and expiration date are viewable.
- Login access to DGS financial accounts is limited to officers who have a legitimate need, such as the Treasurer, President, IT Director, and professional vendors, such as an accountant or bookkeeper.
- Passwords used on financial accounts follow current standards of complexity, and are changed whenever an officer or vendor is replaced. Passwords are managed in either a password-protected file or a secure password management service.
- Accounting software is kept fully up to date, and the Treasurer laptop is kept in a secure location. The laptop and Quickbooks are both password-protected.
- Financial and personal data (scans of checks, 1099s, etc) are not transmitted via email.
- This policy is reviewed annually by the board and updated as needed.
Last revised by the board of directors 9 Jul 2016
Last reviewed by the board of directors: 6 Nov 2021
- Current Chart of Accounts
- Payment Request Form
- W9 Form (for DGS)
- W9 Form (blank)
